CareerPlug's Onboarding and Team Management: Required Onboarding Forms solution simplifies the access, management, and completion of forms, tasks, and training for new hires. Save valuable time by accelerating the onboarding and orientation process and empowering new team members to quickly acclimate to their new roles and understand your processes.
In this article:
- What is Onboarding and Team Management?
- What are the benefits?
- What features do I get access to?
- How do I onboard a new hire?
- How do I manage a new hire's tasks and forms?
- Frequently asked questions
What is Onboarding and Team Management?
Onboarding and Team Management provides a centralized platform for accessing, tracking, and managing onboarding and employee documents.
Onboarding and Team Management allows you to:
- Automatically send proper documents to new employees once their onboarding has started
- Pre-fill information on specific documents
- Easily review, suggest changes, and approve documents
- Access and manage documents digitally at any time
Your applicants will be able to access required documents from any device, start filling out documents and save their progress (if necessary), and take advantage of any pre-filled fields on documents. Once completed, your new hire's onboarding documents will automatically be sent to the assigned hiring manager.
What are the benefits?
- Save time on administrative tasks
- Say goodbye to manual handling of paper documents and administrative burdens.
- Deliver an exceptional new hire experience
- Impress new hires with a streamlined onboarding and orientation process.
- Increase organizational efficiency and scale your business effortlessly
- Get a centralized platform for tracking, managing, monitoring, and accessing onboarding and employee documents.
- Enhance data security and confidentiality
- Robust industry-standard encryption protects the confidentiality and integrity of employee information.
What features do I get access to?
Onboarding and Team Management is exclusively for CareerPlug Premium plan subscribers and includes the following features:
- Federal employment eligibility forms (I9)
- Federal tax forms (W4)
- Contractor employment forms (W9)
- State tax forms
- Automatic notifications
Learn more about the benefits of the CareerPlug Premium plan and how to upgrade.
How do I onboard a new hire?
When you're ready to hire an applicant and onboard them, navigate to your Applicants page.
1. Locate the applicant you want to hire and onboard and click the Hire button in the Actions column.
2. Confirm the employee's Start Date is accurate. It will be set to the current date (or next business day if on a weekend) by default. To change the date, click the calendar icon and select a date from the calendar.
3. Click the Launch Onboard button.
Note: If you're done hiring for the position in question, turn on the Deactivate job posting toggle to close your job. Leaving positions open once they've been filled may lead to decreased job visibility on job boards.
You'll be redirected to the Begin Onboarding page. Complete the 3-step form to launch onboarding for your new hire.
Hiring Form
Note: Some fields will be pre-filled depending on what information you enter when you hire a new employee or if you've hired for a position before. Some fields — full name, email — cannot be changed.
1. Verify — or enter, if not already populated — the applicant's Mobile Phone Number.
2. Select a Manager, Employment Type, and Pay Type using the drop-down menus.
3. Verify — and edit, if desired — the Job Title, Pay Rate, and Start Date.
4. Click the Next button.
Employment Forms
1. Verify the type of new hire: Employees or 1099 Contractor (a.k.a. Independent Contractor). The option will be pre-selected based on the Employment Type you chose on the previous page.
Note: CareerPlug will automatically assign federal forms based on Employment Type: an I-9 and W-4 for standard Employees or a W-9 for 1099 Contractors. The Federal I-9, W-4, and W-9 forms are standardized and cannot be changed or removed.
2. Select a State Tax Form — if applicable — using the drop-down menu.
If your employee works remotely and either their position originates or they reside in a state without income tax, select Not Applicable. 1099 Contractors do not require State Fax Forms, only a Federal W-9.
3. To add the Direct Deposit form to this employee's onboard plan, turn on the Include Direct Deposit Form toggle.
4. Click the Next button.
The due date for tax forms will automatically be set to 3 business days after the new hire's assigned start date. This is in accordance with federal law and cannot be changed.
Welcome Email
Note: This is a fixed email and cannot be changed, but we strongly recommend reviewing the email to ensure it's accurate.
1. Review the Welcome Email that will be sent to your new employee on their start date.
2. Click the Finish button.
CareerPlug will automatically send out reminder messages on your behalf to encourage new hires to finish filing their employment forms within 3 days to support employer compliance efforts.
If you want your company logo to appear in the Welcome Email sent to new hires, navigate to Settings > My Organization > Careers Page and click the Edit Careers Page button. Expand the Logo section by clicking the down arrow icon. Click the Upload Image button and select a square or rectangular logo (e.g. 200x200).
Your new hire is ready to start onboarding! You can find their onboarding documents in their employee profile.
How do I manage a new hire's tasks and forms?
Efficiently review, approve, and manage your employees' onboarding tasks, forms, and documents — all from within your CareerPlug account.
To manage an employee's tasks and forms:
1. Navigate to your Team page.
2. Find the employee whose tasks you want to review and click their name, or click the three dots icon followed by View Profile. This will automatically redirect you to the Tasks tab of the employee's profile.
3. To review the tasks and forms assigned as part of the employee's onboarding, click Show Me... and select All tasks from the drop-down menu.
4. To view a task's details and any associated form, click the Task Name.
5. On the task details page, you can take the following actions by clicking the More button.
- Upload a Document to the task
- Change Due Date of the task
- Delete Task
Frequently asked questions
Q: Can I assign a state tax form for an employee who lives in another state from where I'm conducting business?
A: Yes. You can select the state the employee lives in when setting up their onboarding experience.
Q: Do I have access to the completed forms after the employee has completed them?
A: Yes. You can access an employee's completed onboarding forms on the Documents tab of their employee profile.
Q: Are these forms downloadable?
A: Yes. You can download any forms listed on the Documents tab of an employee profile.
Q: Can employees upload supporting documents for their I9 verification?
A: Yes. Employees can upload supporting documents for any form that requires it. The uploaded documents will automatically be linked to the corresponding form.
Q: Can more than one manager complete the employer side of forms?
A: Yes. The reporting manager and one additional person can access and complete the forms.
Q: Are my documents and sensitive information secure?
A: Yes, CareerPlug has multiple layers of security in place. All documents are encrypted using one of the strongest block ciphers — 256-bit Advanced Encryption Standard (AES-256). Documents are transmitted over the network using industry-standard TLS encryption.
Q: Can I assign custom forms?
A: No. To create and assign custom forms, you'll need to upgrade to the full version of Onboarding and Team Management.
Q: Can I use Onboarding and Team Management features on my phone?
A: Yes. We've even improved mobile functionality for task editing, reducing the clutter on the screen and moving important fields to the top of the page for easier access on the go.
Q: Does CareerPlug guarantee compliance with federal and state regulations?
A: Compliance with specific labor regulations can vary greatly based on industry, location/jurisdiction, and individual circumstances. As such, we strongly advise all clients to seek guidance from qualified employment law professionals who specialize in the relevant regulations pertaining to their business activities. CareerPlug is not responsible for ensuring labor law compliance on behalf of our clients.